HomeMy WebLinkAbout12 Land Surveying Contractenda Item #
CONSENT
To: Board of Directors
From: Kathleen Neus
Date: April 04, 2018
Subject: Consideration of the Award of a Contract for Land Surveying
Services
1. WHY THIS MATTER IS BEFORE THE BOARD
Board action is required for expenditures in excess of $15,000.
2. HISTORY
12
The District owns a number of parcels of land within its service territory. The District is
in the process of identifying parcels the remaining parcels that require a survey and a
Record of Survey to be filed with the proper County.
The Water Department will be starting its 2018 pipeline replacement program, which
requires surveying services prior to construction.
3. NEW INFORMATION
On March 7t", the District issued a Request for Proposal (RFP) for surveying. The RFP
was sent to 4 plan rooms and 20 known surveying companies was advertised in the Sierra
Sun March 16t". The deadline for submission of proposals was March 28, 2018. The tasks
that were included in the RFP:
1. Location of existing property corner monuments in the areas where pipeline
construction will occur during the Summer of 2018;
2. Field locate and stake all property corners and verify the placement of existing
corner monuments, reset any monuments that have been disturbed or obliterated;
3. Prepare and record a Record of Survey, if one has not previously been recorded,
and;
4. Upon completion of the field work, submit diagrams and/or a table documenting the
results from the field work.
In addition to the ongoing pipeline replacement work, District staff identified 11 Water
Department parcels still requiring both a survey and a Record of Survey to be filed.
Four proposals were received in response to the RFP from:
• Andregg PSOMAS - Auburn/Truckee, CA;
• BKF Engineers -Surveyors -Planners - Sacramento, CA;
• MAPCA Surveys, Inc - Reno, NV;
• Sage Land Surveying, Inc - Truckee, CA.
The proposals were reviewed by a committee. The committee determined the following:
• All of the firms are capable of performing the work described in the RFP;
• All of the four employ appropriately licensed individuals;
• Three of the four firms have performed work for the District in the past, and;
• Two firms, Sage Land Surveying, Inc.and Andregg PSOMAS qualify for the local
procurement preference described in Section 3.08.005 of the District code.
The proposal review committee consisted of staff from Electric Water and General
Management Departments. All proposals were scored based upon qualifications including
staff experience, depth and quality of firm's experience, and management approach.
Based upon the review of the committee Sage Land Surveying, Inc scored highest.
MAPCA Surveys had the lower cost of the two (Attachment 1).
The cost proposal from MAPCA Surveys, Inc was $35,400. Sage Land Surveying, Ines
cost proposal was $46,500 with local preference the cost proposal will be $44,175.
MAPCA Surveys, Inc, has completed survey tasks for the District for the past two years
without any issues. District staff feels that it is not a bad idea to change contractors after a
couple of years. By awarding the proposal to Sage Land Surveying, Inc, it keeps jobs
local, helps the local economy and keeps our locals local.
4. FISCAL IMPACT
The cost proposal from Sage Land Surveying, Inc is $44,175, including the 59/o local
preference. It is also recommended that a 15% change order allowance be
established for this contract.
Sufficient funds exist within the Water General Fund.
5. RECOMMENDATION
Authorize the General Manager to execute a contract for surveying services with Sage
Land Surveying, Inc in the amount of $46,500 plus a 15% change order allowance, for a
total amount not exceed $53,475.
Michael D. Holley
General Manager
Attachment 1
RFP RESULTS FOR SURVEYING SERVICES 2018
FIRM RANK COST
Sage Land Surveying, Inc 1 $44,175*
MAPCA Surveys, Inc 2 $35,400
BKF Engineers -Surveyors -Planners 3 $54,428
Andregg PSOMAS 4 $117,173*
*Includes 5% local preference —District Code 3.08.005 Local Preference Procurement Policy